ADMINISTRATIVE COORDINATOR - SR. ADMINISTRATIVE COORDINATOR - Subcontract Invoice Processing
Southwest Research Institute

Job Info

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Who We Are:

The Purchasing Department's Subcontracts Group is responsible for soliciting, negotiating, awarding, documenting, administering, and closing out subcontracts. The team supports Project Managers in all subcontract phases and reviews and monitors subcontractor project costs.

Objectives of this Role:

• Review subcontractor invoices and document the detailed review and analysis of costs according to subcontract terms, policy and procedures, standard business practices, and Federal regulations, and resolve questioned costs prior to approving for payment within the payment terms.
• Monitor subcontract invoices and payment history to ensure subcontractor invoicing is current, payments are up to date, credits are received and applied, and accurate, auditable, and verifiable records.
• Research and resolve invoice discrepancies timely to include communication with internal and external customers and take ownership of invoice issues and following problems through to resolution.
• Independently manage and progress workload, maintaining workload status in real time.
• Prioritize tasks to ensure deadlines are met.
• Function as a contributing member of the team and provide excellent customer service, communicating professionally and effectively while maintaining a strong sense of urgency.

Daily and Monthly Responsibilities:

• Review and document subcontractor invoices timely in accordance with policies and procedures, standard business practices, subcontract terms, and Federal regulations with a high level of accuracy, ensuring auditable, verifiable records (physical and electronic).
• Verify invoice elements and requirements, calculate various billing rates, log costs, reconcile payment history, invoiced costs, and internal invoice history and resolve questioned costs and invoice matters to ensure invoices are processed within payment terms.
• Respond to internal and external requests for payment status and inquiries, researching and resolving requests promptly and independently.
• Ensure records are maintained adequately in both physical and electronic files, ensuring retention of auditable and verifiable records.
• Perform general administrative duties, assist with special projects, and support audit requests as requested.

Requirements:

• Requires a high school diploma or equivalent.
• Accounts Payable, Accounting, Government contracting, Subcontract costs/invoice processing and/or related AS degree/courses are preferred.
• 6 years: Must have experience reviewing and analyzing billed costs, processing invoices for payment, tracking task status, and maintaining auditable verifiable records. Incumbent must have demonstrated attention to detail, time management, and professional communication skills.
• Must be able to exercise discretion and independent judgment, diligence, and attention to detail in the completion of assigned tasks.
• General understanding and knowledge of business and accounting practices and policies and procedures with an ability to prioritize and organize tasks and other assignments ensuring deadlines are met.
• Demonstrated experience with personal computers, including proficient typing, 10-key operation, and, proficiency in Microsoft Office to include Word, Excel, and Outlook, with demonstrated advanced skills in Microsoft Excel.
• A valid/clear driver's license is required.

Special Requirements:

Must be a U.S. person (i.e., U.S. citizen, non-U.S. citizen national, lawful permanent resident, asylee, or refugee) due to ITAR work in section.

Job Locations: San Antonio, Texas

For benefits information at our San Antonio location, click here.
For benefits information at all other locations, click here.

An Equal Employment Opportunity/Affirmative Action Employer
Race/Color/Religion/Sex/Sexual Orientation/Gender Identity/National Origin/Disabled/Veteran
Committed to Diversity in the Workplace

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